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REQUEST FOR PROPOSALS MATCH DAY SPORTAINMENT & SPONSOR ACTIVATION MANAGEMENT SERVICES FOR THE ICC CRICKET WORLD CUP 2015

REQUEST FOR PROPOSALS MATCH DAY SPORTAINMENT …icc-live.s3.amazonaws.com/cms/media/about_docs/53275df0e4535-ICC...incorporated a local organising committee, Cricket World Cup 2015

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REQUEST FOR PROPOSALS

MATCH DAY SPORTAINMENT

&

SPONSOR ACTIVATION MANAGEMENT SERVICES

FOR THE

ICC CRICKET WORLD CUP 2015

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REQUEST FOR PROPOSALS

MATCH DAY SPORTAINMENT

& SPONSOR ACTIVATION MANAGEMENT SERVICES

1. INTRODUCTION

ICC Development (International) Limited (“IDI”) is the financial and commercial arm of the

International Cricket Council (“ICC”), the international governing body for cricket.

IDI has the right and responsibility to manage all aspects of the commercial rights to all ICC events,

including the organisation and exploitation of the ICC Cricket World Cup 2015 (the “Event”).

Cricket Australia (“CA”) is the governing body for cricket in Australia and New Zealand Cricket

(“NZC”) is the governing body for cricket in New Zealand. Both are Full Members of the ICC. IDI has

appointed CA and NZC as joint hosts of the Event. In turn, CA and NZC have established and

incorporated a local organising committee, Cricket World Cup 2015 Limited (“CWC 2015”), to which

they have delegated their respective rights and obligations in relation to the Event.

IDI wishes to appoint a company to provide certain match day sportainment and sponsor activation

management services in connection with the Event as described below. Further details of the Services

sought to be provided are set out in Appendix C of this Request for Proposals (“RFP”).

Capitalised terms used in this RFP have the meanings set out in Appendix A.

2. OBJECTIVES

2.1 The purpose of the RFP is to invite interested and qualified Applicants to submit Proposals for

the right to provide the Services to IDI in connection with the Event, as described in the

overview of Services set out in Appendix C and on the terms and subject to the conditions set

out in the RFP.

2.2 The ICC brand is recognised internationally and the Event provides a unique opportunity to

showcase the sport of cricket and specifically the One Day International format. In order to

exceed the expectations of cricket fans and to expand the global audience for cricket, IDI has a

responsibility to and will ensure that the Event is delivered to a world class standard.

Accordingly, IDI expects all suppliers for the Event, including in particular any supplier of the

Services, to be capable of providing services of the highest international standards.

2.3 The RFP has been designed to invite Proposals from Applicants with:

a) extensive proven experience in procuring or providing services similar to the Services;

b) a strong financial background;

c) sufficient resources (including staff) to provide the Services;

d) a substantial network of contacts in New Zealand and Australia and/or a proven ability

to establish local contacts in order to provide the Services to the required standard and

within the prescribed timeframes;

e) adequately trained personnel (including in particular, but without limitation,

experienced management personnel); and

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f) an understanding of the importance of, and the capability to implement, cost-effective

solutions.

2.3 In the RFP, each Applicant is invited to submit its Proposal for the right to provide the Services

in connection with the Event and each Applicant must:

a) complete, sign and return the form as set out in Appendix F, together with its detailed

Proposal, by the applicable date specified in the Timetable; and

b) provide adequate and detailed answers and information to meet the requirements of the

Criteria (as set out in Appendix F).

2.4 In submitting its Proposal, each Applicant will have to establish that it satisfies (or will satisfy

in a timely fashion) the Criteria and the Requirements. IDI will evaluate the Proposals based on

the extent to which they reveal that such conditions and requirements have been or will be

satisfied.

2.5 Each Applicant should seek to provide satisfactory evidence to IDI in its Proposal of its

financial standing and of its ability to meet the commitments it makes in its Proposal. IDI

reserves the right to require appropriate bank guarantees and/or parent company performance

guarantees.

2.6 IDI may, in its absolute discretion, waive any of the conditions and/or requirements set out in

the RFP in respect of any or all of the Applicants. Each Applicant will be evaluated on the

overall merits of its Proposal and the Successful Applicant may not have satisfied all conditions

and requirements and may not necessarily be the one which offers the most competitive

financial terms.

2.7 Based on the submissions and in line with the Services detailed in Appendix C, IDI will consider

the appointment of:

(a) one event management company to provide the Services outlined;

(b) one or more companies directly to provide the Services required in the delivery of the

Event.

3. ENQUIRIES

3.1 IDI will, where possible, answer questions or provide additional information reasonably

requested by Applicants at any time during the Selection Procedure with respect to the contents

of the RFP or the means by which the Successful Applicant shall be appointed. Such queries

should be addressed in writing by e-mail with the reference "RFP ICC CWC2015 –

Sportainment & Activations - Query" to:

Attention: Michaela Rees

E-mail: [email protected]

IDI will attempt to respond to all queries in as expeditious a manner as possible and in such a

form as IDI considers appropriate. IDI reserves the right to make responses to any query from

any Applicant available to all Applicants without revealing the identity of the initial enquiring

party.

3.2 IDI may not be able to provide responses and/or additional information to all queries and shall

definitely not be able to do so if such requests are sent less than five (5) business days before

the due date for receipt of Proposals as set out in the Timetable.

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4. SELECTION PROCEDURE OVERVIEW

4.1 Each Applicant must submit to IDI its Proposal documents in English by no later than the due

date prescribed in the Timetable to the following email address:

Attention: Michaela Rees

E-mail: [email protected]

4.2 Each Applicant must attach all applicable documents in support of its Proposal in accordance

with the requirements set out in clause 2.3 of the RFP as well as any other relevant materials,

photographs and/or attachments. Proposal submissions are to be titled ‘ICC CWC 2015 –

Sportainment & Activations’, should have a file size of no larger than 10MB and be no

more than 50 pages. IDI may issue supplementary requests for information which, once issued,

will form part of the RFP. IDI may also ask any Applicant for such further information,

guarantees and/or documents as they deem necessary in connection with any Proposal at any

time and any such further information, guarantee and/or document may be used at any point in

the Selection Procedure by IDI to evaluate a Proposal.

4.3 Each Proposal, once submitted, constitutes a binding and irrevocable offer to provide the

Services (in part or in whole) on the terms set out in the Proposal, which offer cannot be

amended or withdrawn after its date of submission (unless requested by IDI).

4.4 IDI is not obliged to accept or consider any Proposal in full or in part or any responses or

submissions in relation thereto and IDI may reject any Proposal, responses or submissions. IDI

reserves the right to appoint the Applicant whose Proposal (in the absolute discretion of IDI)

most successfully conforms to the Criteria and the Requirements in accordance with the terms

and conditions described in the RFP or to make alternative arrangements for the provision of

the Services, including (without limitation) issuing a revised or different RFP or providing the

Services itself.

4.5 IDI shall conduct the Selection Procedure in accordance with the Timetable set out in Appendix

D (provided that IDI reserves the right to amend the Timetable in its absolute discretion). Each

Applicant is and shall be required to comply fully with the applicable deadlines in the Timetable

as well as such other deadlines as are imposed by IDI throughout the Selection Procedure

(unless otherwise approved by IDI on a case-by-case basis).

4.6 The Selection Procedure shall consist of:

(a) a technical evaluation of each Proposal examining each Applicant’s ability to provide

the Services in accordance with the Requirements;

(b) a financial evaluation of each Proposal examining each Applicant’s ability to secure or

offer the best possible prices in connection with the Services; and

(c) an evaluation of each Applicant's suitability, experience and qualifications, including

(without limitation) its compliance with the Criteria as well as the organisational

structure and infrastructure proposed by the Applicant to provide the Services.

4.7 IDI has the right (in its absolute discretion) to determine how to progress any discussions and/or

negotiations with Applicants following submission of the Proposals. However, IDI intends to

prepare a short list of Applicants in accordance with the Timetable, following which each of

the short-listed Applicants may (if invited by IDI, at its discretion) be given the opportunity to

present its detailed Proposal to IDI in person (attendance at any such presentation shall be at

the sole cost of the Applicant in each case).

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4.8 IDI may, for any reason and at any time during the Selection Procedure, request any Applicant

to supply further information and/or documentation. Each Applicant shall supply such further

information and/or documentation requested by IDI within seven (7) calendar days after receipt

of a written request for that information and/or documentation (or such other period of time

determined by IDI). Any and all costs and/or expenses associated with the provision of the

additional information and/or documentation shall be borne by the Applicant.

4.9 After careful consideration and thorough examination of the Proposals, IDI shall select the

Successful Applicant whose Proposal most closely satisfies the Criteria and the Requirements.

The relative competitiveness of the financial terms offered may not necessarily be a decisive

factor in choosing between Proposals. IDI reserves the right to make the appointment of the

Successful Applicant subject to such further terms and conditions as it considers appropriate in

relation to the RFP process and/or the provision of the Services. Applicants who have not been

selected shall be informed accordingly in writing. IDI shall not be obliged to give any reason(s)

for the selection and/or rejection of any Proposal or any part thereof.

4.10 The appointment of the Successful Applicant is subject to the conclusion of an Agreement

between IDI (or such of its subsidiary companies as it may deem appropriate) and/or CWC

2015 and the Successful Applicant governing all rights and obligations related to the Services.

The Agreement shall be prepared by IDI to include such terms and conditions commonly

included in agreements of such nature, together with any other terms and conditions which are

required by IDI (whether arising from the specifications of the Proposal of the Successful

Applicant or otherwise). It is intended that the Agreement shall be concluded and signed

following good faith negotiations within sixty (60) days following the date of submission of the

draft Agreement by IDI to the Successful Applicant. Each Applicant agrees and acknowledges

that IDI shall have the absolute right to determine at its absolute discretion whether or not

negotiations shall be conducted on an exclusive basis.

4.11 IDI reserves the right, at any time and in its absolute discretion, to accept or reject Proposals

(or to permit any Applicant to resubmit its Proposal in the event that such Proposal fails to meet

any or all of the Criteria and/or the Requirements), to pursue negotiations with any number of

Applicants, to withdraw from negotiations with any Applicant at any time and to suspend,

discontinue, modify and/or terminate the RFP process at any time.

5. LEGAL PROVISIONS

In participating in the RFP process, responding to the RFP and/or submitting a Proposal, each Applicant

accepts and agrees to be bound by and to comply with the terms of the RFP generally, including (without

limitation) the following terms and conditions (which apply in each case equally to all Applicants):

5.1 Nothing in the RFP or in any communication made by IDI or its officers, employees,

representatives, agents and/or advisers shall constitute an offer of a contract or a binding

contract between IDI and any Applicant, nor shall it be taken as constituting any representation

that rights or licences will be granted in accordance with the RFP and/or the Selection

Procedure.

5.2 IDI reserves the right, at any time during the Selection Procedure, to change any aspect of the

RFP, to issue any separate amendment or addendum to the RFP (which will become part of the

RFP upon issue) or to issue an amended RFP in place of the RFP, to refuse to consider any

Applicants or to withdraw the RFP. Applicants acknowledge that IDI may decide to organise

the Services on its own or without appointing any third party.

5.3 IDI has taken all reasonable care to ensure that the RFP is accurate in all material respects. The

RFP is provided by way of explanation of the Services required and neither IDI nor any of its

officers, employees, representatives, agents and/or advisers makes any representation or

warranty or accepts any responsibility for the accuracy or completeness of the information

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contained in the RFP or in any subsequent correspondence by IDI in relation to the RFP, nor

shall they be liable for any loss or damage suffered by any Applicant or any other third party in

reliance on the RFP or any subsequent communication with IDI.

5.4 Without prejudice to clause 5.3 above, the RFP does not contain any representation upon which

any Applicant or other recipient may be entitled to rely at any point in time in order to bring

any claim, action or proceedings against IDI and/or its associated entities and/or any of their

respective officers, employees, representatives, agents and/or advisers (whether for

misrepresentation or otherwise). The RFP is incapable of creating any liability for IDI and/or

its associated entities and each Applicant hereby irrevocably and unconditionally waives any

and all rights it may have, now or at any time in the future, to bring any claim in any court of

competent jurisdiction in relation to the appointment or manner of appointment of any

Applicant, the Selection Procedure or otherwise in relation to the RFP process.

5.5 Each Applicant represents, warrants and undertakes to IDI that any and all information

contained in its Proposal and/or submitted in connection with its Proposal, and any and all

representations made by or on its behalf to IDI, during the course of the Selection Procedure

shall not be false, inaccurate or misleading in any respect (including, without limitation, by the

omission of any material, information or facts) and that if, after submitting its Proposal there is

any change in the Applicant's circumstances or any other event occurs which may adversely

affect and/or impact such information and/or representations and/or the manner in which they

may be interpreted by IDI, the Applicant shall promptly notify IDI in writing setting out the

relevant details in full. IDI is and shall be fully able to rely on the accuracy and authenticity of

any and all information contained in any Proposal and/or submitted in connection with any

Proposal in assessing any Applicant’s ability to perform and deliver the Services.

5.6 Each Applicant agrees to keep confidential at all times, whether during or after the Selection

Procedure, all Confidential Information and to take all necessary steps to preserve the strict

confidentiality of such Confidential Information, including (without limitation) by disclosing

relevant material to its officers, employees, representative, agents and/or advisers only on a

strictly “need to know” basis and only for the purpose of this Selection Procedure.

5.7 Each Applicant agrees that it will not discuss any part of the RFP, any Proposal it is considering

or which it has submitted and/or any other aspect of the Selection Procedure with any other

Applicant at any time for any reason. Any breach of this obligation by an Applicant may result

in its immediate elimination from the Selection Procedure.

5.8 No Applicant is entitled to make any announcement relating directly or indirectly to the RFP,

the Selection Procedure and/or its Proposal. Each Applicant acknowledges and agrees that IDI

shall have the absolute right to make any announcement in connection with the RFP and/or the

whole or any aspect of the Selection Procedure.

5.9 Each Applicant is responsible for any and all costs, expenses and liabilities incurred (directly

or indirectly) by or on its behalf in the preparation and submission of its Proposal and/or

otherwise in relation to the Selection Procedure and/or any negotiations with IDI following

receipt by IDI of its Proposal (whether or not an Agreement is entered into with such Applicant).

Under no circumstances will IDI and/or its associated entities and/or any of their respective

officers, employees, representatives, agents or advisers be responsible for any costs of any

Applicant associated in any way (whether directly or indirectly) with the Selection Procedure.

5.10 Each Applicant acknowledges that any and all intellectual property rights of IDI (including,

without limitation, to the name, logo and trophy for the Event) remain the exclusive property

of IDI. Furthermore, any materials provided by IDI (or by CWC 2015 on IDI’s behalf) to any

Applicant shall belong and/or accrue exclusively to IDI. No Applicant shall claim ownership

over any rights including (without limitation) intellectual property rights, in relation to the

ideas, concepts, material or any other rights contained in the RFP.

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5.11 In consideration of IDI receiving and reviewing its Proposal, each Applicant confirms and

warrants that it has read, understood and accepted the terms and conditions set out in the RFP,

which take precedence over any provisions contained in any other communications between the

Applicant and IDI. Each Applicant further acknowledges that, except as set out in the Proposal

and in any subsequent Agreement (if any), there is no existing agreement, arrangement or

understanding in place (whether in writing or oral) between IDI and the Applicant in relation

to the RFP, its subject matter and/or the provision of the Services.

5.12 Each Applicant acknowledges that, save as set out in an Agreement (as applicable), all rights

and opportunities in and in relation to the Event shall be exclusively reserved by IDI. Each

Applicant further acknowledges that the provisions of any draft Agreement provided to them

in accordance with the Selection Procedure may be subject to amendment (including as to the

appropriate contracting party(ies)) after due consideration of the domiciliary status of the

Applicant in question.

5.13 IDI shall be able to rely on any and all representations made by each Applicant in its Proposal

and/or in connection therewith.

5.14 No terms seeking to restrict in any way the discretion of IDI in the Selection Procedure will be

accepted.

5.15 The RFP, the Selection Procedure and any and all related documentation shall (save as

otherwise determined pursuant to clause 5.12 above) be governed by and interpreted in

accordance with English law and any dispute arising from or in relation to the same (whether

contractual or non-contractual) shall be subject to the exclusive jurisdiction of the English

courts.

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APPENDIX A

DEFINITIONS

“Activity” Means the sportainment programme which includes on-ground ICC

Sponsor activations and entertainment during the Matches to compliment

the cricket taking place as part of the Event.

“Agreement” Means the long form written agreement to be entered into between IDI (or

such of its subsidiary companies as it may deem appropriate) and/or CWC

2015 and the Successful Applicant governing the provision by the

Successful Applicant of the Services in respect of the Event.

"Applicant" Means any party which is considering whether or not to submit or which

submits from time to time a Proposal in response to the RFP.

"Confidential Information" Means any and all aspects of the RFP, the Selection Procedure, the Event

and/or the business and/or affairs of the ICC and/or IDI and/or CWC 2015

which is or which comes into an Applicant's possession (except where

such information is generally available to the public).

“CWC 2015” Means the Local Organising Committee for the ICC Cricket World Cup

2015, Cricket World Cup 2015 Ltd, a company incorporated in Australia

(ABN: 36162672675) and registered in New Zealand as an overseas

company (Company Number: 4487299) with its registered address at

Level 2, 220 Albert Road, South Melbourne, Victoria, 3205, Australia and

address for service in New Zealand at Level 11, 20 Ballance Street,

Wellington, New Zealand.

"Criteria" Means the list of criteria to be addressed by each Applicant in its Proposal

as set out in Appendix F.

"Event" Means the ICC Cricket World Cup 2015 which is scheduled to be held in

Australia and New Zealand from 7th February to 30th March 2015. Whilst

no changes are expected, the scheduled date and other details of the Event

as set out above necessarily remain subject to change.

"ICC" Means the International Cricket Council, the international governing body

for the sport of cricket, having its administrative office at Street 69, Dubai

Sports City, Sheikh Mohammed Bin Zayed Road, P.O. Box 500070,

Dubai, United Arab Emirates.

"ICC Sponsor" Means Pepsi, LG, Reliance Mobile, Emirates, Castrol, Reebok, Hyundai,

MoneyGram and any other third party granted rights of association with

the Event by IDI or by CWC 2015 as may be notified to the Successful

Applicant.

"IDI" Means ICC Development (International) Limited, a company

incorporated under the laws of the territory of the British Virgin Islands

and having its administrative office c/o ICC at Street 69, Dubai Sports

City, Sheikh Mohammed Bin Zayed Road, P.O. Box 500070, Dubai,

United Arab Emirates.

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"Matches” Means all those One Day International cricket matches taking place as

part of the Event.

"Proposal" Means all documents and information submitted by an Applicant

supporting its bid to provide the Services to IDI, as required under the

RFP.

"Requirements" Means the guidelines, directions, requirements, instructions and requests

of IDI issued to any Applicant with respect to the Selection Procedure

and/or the Services from time to time.

"RFP" Means this Request for Proposals, including all of its appendices and as

amended, supplemented or replaced from time to time.

"Selection Procedure" Means the entire procedure conducted by IDI to select and appoint the

Successful Applicant for the provision of the Services pursuant to the RFP

process and the subsequent negotiation, finalisation and execution of the

Agreement.

"Services" Means those services in respect of the Event set out in Appendix C.

"Successful Applicant" Means the Applicant selected by IDI to provide the Services pursuant to

the Selection Procedure.

"Timetable" Means the timetable for the Selection Procedure as set out in Appendix D.

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APPENDIX B

BACKGROUND

The Event is scheduled to occur in Australia and New Zealand through February and March 2015. The

fixture schedule, host cities and general tournament information was released on 30 July 2013 and can

be located via www.cricketworldcup.com.

IDI is seeking submissions from sportainment and sponsor activation management services providers

to assist with managing all match day sportainment and sponsor activation management needs in

Australia and New Zealand during the Event. The specific requirements are set out in this RFP.

To fulfil its commercial obligations at the Event and to enhance the spectator experience at Matches,

IDI is seeking to appoint an individual or entity to creatively plan, manage and execute the Activity.

Sportainment is commonly defined as Sport + Entertainment: a seamless flow of crowd engaging and

exciting activities that complements the sports activity taking place, thereby delivering a unique and

memorable experience to spectators at the match as well as for television viewers.

The following venues will be used for the Event:

City Venue Approx. Venue

Capacity

Australia

Adelaide Adelaide Oval 50,000

Brisbane Gabba 42,000

Canberra Manuka Oval 13,500

Hobart Bellerive Oval 16,000

Melbourne Melbourne Cricket Ground 95,000

Perth WACA 20,000

Sydney Sydney Cricket Ground 48,000

New Zealand

Auckland Eden Park 45,000

Christchurch Hagley Oval 20,000

Dunedin University Oval 5,000

Hamilton Seddon Park 11,000

Napier McLean Park 14,000

Nelson Saxton Oval 6,000

Wellington Wellington Regional Stadium 34,500

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New Zealand Warm Up Venues

Christchurch – Hagley Oval

Christchurch – Bert Sutcliffe Oval, Lincoln University

Australian Warm Up Venues (as at 18 December 2013)

Sydney – SCG

Sydney – Blacktown International Sportspark

Melbourne – MCG

Melbourne – Junction Oval

Adelaide – Adelaide Oval

Warm up matches will be played at the above venues however it is not currently anticipated that

sportainment activities will be implemented at warm up venues unless it is deemed necessary to enable

sufficient testing opportunities.

ICC Sportainment Activity Background:

Sportainment describes the seamless integration of sports and entertainment through Match day

activities for an enhanced Spectator experience

IDI first implemented a formal sportainment programme at the ICC World Twenty20 2007 in South

Africa

Post 2007, all ICC events have included some element of entertainment integrated within the match

day programme

ICC has tried to ensure that local culture has been showcased through the performers and

entertainment at the ground, for example at the ICC Champions Trophy 2009, there were African

drummers and dancers; the ICC WT20 2010 in the Caribbean had Soca Dancers and a steel band;

during the ICC CWC 2011 in India, Sri Lanka and Bangladesh performers and drummers were from

different regions of these countries ensuring a local look, feel and spectator experience and during

the ICC Champions Trophy 2013 in England there were Coldstream Guard themed drummers.

Sponsor Rights:

Reliance, one of the ICC Sponsors, has the contractual right to brand the performers at ICC events.

These performers need to perform on a physical structure that can be branded.

- Should IDI decide not to have dancers/cheerleaders/performers, it is obligated to have a similar

activity for Reliance to brand.

Other examples of sponsor activations that form part of the match day operations are as follows:

- Pepsi has rights to brand a mascot who is present at the coin toss, and the hydration stations in

the player dugout areas;

- LG has the right to brand and activate around the children who walk in with the teams for the

national anthems;

- Hyundai has the right to display a car at each venue;

- ICC Sponsors generally conduct on-ground activations before, during and after play.

ICC Sponsors will use the resources available (replay screen, cameras etc.) through the

sportainment programme for co-ordination of their on-ground activations.

The Event will have approximately 10 sponsors, including the ICC Sponsors. With the number of

sponsors on board, the time available during mid-innings break, and the desire to optimise the

spectator experience, a combined sponsor mid-innings activation is preferred. Ideas on a single mid-

innings activations should form part of the submission.

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Objectives:

The Activity needs to reflect the ICC Cricket World Cup brand values and to be distinctive and

different from other cricket events in New Zealand and Australia.

The Activity must ensure an enhanced match day experience for the spectator at the ground.

The Activity has to be creative and attractive enough to be picked up by the broadcaster whilst the

game is going on.

The co-ordination of sponsor activations must be seamless and should ensure obligations to ICC

Sponsors are fulfilled at each Match.

Brand Objective:

To create a brand that captures the unique identity of cricket, the host nations and the tournament

and shares this with the entire world.

To engage cricket fans and the wider public to participate in the ICC Cricket World Cup 2015.

To be a unifying symbol for all stakeholders to associate themselves with the Event.

Brand Value Proposition:

The vision of the ICC and local organising committee is to inspire passion and participation in a

celebration of cricket that will bring lasting benefits to the game locally and internationally.

Brand Essence:

Cricket Comes Together

Brand Promise:

The ICC Cricket World Cup 2015 is an open invitation to take part in the greatest celebration of cricket,

to witness feats of outstanding sportsmanship while being swept up in the atmosphere of the world’s

most passionate fans.

Target Audience:

Cricket Enthusiasts, families and Young Eventers

Brand Pillars:

Personality Traits – Impassioned, Dynamic, Universal and Exceptional

Translating the brand into activations:

Music Upbeat, uplifting, aspirational, mix of old school and new music, international and local

Language Plain spoken, clear, no jargon, authentic, common sense, explains the thinking behind ideas,

with fans (not “for”)

Activations Engaging, fun, enhances the experience, cricket focused

In-Venue By being with a group of like-minded individuals, I feel better about myself

People Multi-cultural, mix of ages, sensible approach to security, passionate, energetic, helpful,

common sense approach, plain spoken

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APPENDIX C

SERVICES

The Successful Applicant shall be required to provide the services listed below in connection with the

Event, such services to be delivered by the Successful Applicant always in accordance with any

instructions issued by or on behalf of IDI from time to time. The Successful Applicant will need to work

with venues, CWC 2015, IDI, its partners and stakeholders to successfully deliver the Activity. The

following list is for illustrative purposes only and is non-exhaustive. IDI reserves the right to amend

the scope of the Services at any time prior to execution of an Agreement by the Successful Applicant.

IDI also reserves the right to appoint multiple providers to meet the scope.

SCOPE OF WORK

The Successful Applicant will create, plan and implement the event presentation programme at all

venues, including the elements outlined below.

Match Day Sportainment & Sponsor Activation Management

I. On-field Sponsor Activation

Creation of unique and appropriate activation concept.

Planning and implementation of activation at all Matches.

Coordinate with ICC Sponsors’ representatives in ensuring participant is present for activation at

all Matches.

Coordinate with IDI, replay screen, cameras etc. to organise and carry out the Activity.

Ability for the Activity to be broadcast.

ICC Sponsor brands need to get visible exposure on field during the Activity.

II. Performers – (eg Acrobats/Dancers/Musicians)

On field/Podium performers:

Creation of performer concept to ensure that they fit in with the prestige, intensity and brand of the

Event and will be appreciated by the wide diversity of spectators.

Procure performers for each Match venue.

Coordinate and manage pre-tournament/Match rehearsals.

Deliver and install 4 pitch side podiums or similar per venue - 8x12 feet (around 2.45 x 3.6m).

Branding on the top and sides of structures plus branded costumes.

In order to keep spectator interest high, a variety of performers that can be rotated between

podiums/around boundary should be considered. Ideally at least 16 performers per venue.

Perform at 4&6s, fall of wickets and start of every innings.

Include fan engagement and attract broadcast coverage.

Deliver and install lights, speakers, communications between the podiums.

Other:

Coordination and management of concourse and/or grandstand and/or embankment performers.

III. National Anthems

Anthems - either sung live or use of pre-recorded tracks (which will be provided by IDI).

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Production of ground flags – teams, ICC and ICC Corporate Social Responsibility programme flag.

Coordination of the anthem ceremony (flag walk out, team line-up, cues etc.).

Sourcing and training of flag bearer children for anthem ceremony, including match day

management.

Provide any technical equipment required for live performance of anthems (microphones on field,

sound monitors etc.).

IV. Pyrotechnics (if considered as part of the entertainment package)

Provision of creative concept for pyro which would work during the day or night.

Sourcing all necessary pyrotechnics and managing implementation at each venue.

V. Announcers/Presentation Team

A PA Announcer should be provided by the venue where contracted as part of their general

operations (general housekeeping announcements and cricket related update). Where an Announcer

is not provided, Successful Applicant to provide ability to source an appropriate PA Announcer in

conjunction with CWC 2015. Successful Applicant to provide Match day management and

coordination into Match day team.

In consultation with IDI and CWC 2015, source a DJ for each Match to manage the playlist; music

played pre-Match, during the overs (4s, 6s etc.) and in between innings.

DJ booth – production and branding of a suitable structure if required.

In consultation with IDI and CWC 2015, source a Match Presenter for each Match to present the

activations on field or around the venue and work in tandem with the DJ. Ideally the Match

Presenter may be an experienced live TV presenter.

Successful Applicant to supply all technologies required to support the DJ including where required,

audio equipment, mixers, speakers, laptops etc.

VI. Audio & Visual

CWC 2015 will ensure the provision of a big screen(s) at each Match venue. Where control

equipment is not currently in place, CWC 2015 will work with the Successful Applicant to source

control equipment in line with that ordinarily used at each venue, at the cost of CWC 2015.

Develop fan engagement content for the replay screen in conjunction with the replay screen

graphics provider.

Work with appointed Replay Screen Directors as part of management of the integrated match

presentation programme, and where necessary, engage with Replay Screen Directors, IDI,

CWC2015 and venues where necessary.

Provision and management of in-venue camera(s) and operator(s) at each venue.

CWC 2015 will ensure the provision of a base level of audio infrastructure suitable for public

announcements and anthems for use and management by the applicant at each Match venue. The

Successful Applicant will be responsible for audio testing at each venue and the provision of any

uplift of Audio that IDI deems necessary.

Supply any necessary music production equipment or technologies required for the Services if

none are in-situ currently.

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See attached Appendix B for Summary of Sportainment Facilities Existing at Venues. It is to be

noted that this list is not exhaustive and the Successful Applicant will be required to undertake

their own audit of facilities once appointed.

Radio (PMR) communications will be provided by the venue or CWC 2015; the Successful

Applicant is required to supply all other communications equipment required to deliver operations

including (but not limited to) any wired or wireless communication equipment needed to deliver

the Activity. The Successful Applicant is expected to work with CWC 2015 to make use of any

available existing communication services within the venue.

Define the required broadcast feeds for delivering their operations (including camera feeds

required, graphics feeds, DRS feeds etc.), define the termination types relevant to their control

equipment, and to liaise with the Host Broadcaster on-venue to deliver, install and test these feeds

prior to the Event (and participate in any Host Broadcast rehearsal for this purpose).

Undertake all required planning for the operational set-up of Sportainment rooms / spaces i.e. – to

undertake venue audits and identify any necessary facilities (e.g. power or overlay) required for

delivering their operations.

Supply all necessary information required for IDI/CWC 2015 to support the delivery of the

Services in the agreed timeframes i.e. – storage requirements, contracting accreditation

requirements etc.

In consultation with IDI and CWC 2015, develop all necessary operational scripts, run-sheets etc.

VII. Off-field Sponsor Activation

Creation and co-ordination of a joint sponsor activity in the concourse or other suitable space at

each venue. Consider the use of social media, photography, QR codes, families and U21s. IDI

will encourage the ICC Sponsors to activate off the field during the break between innings, although

they may elect not to. Low cost high impact solutions are more likely to be feasible.

Ensure the provision of any technology services required to facilitate activation in the concourse at

each venue including associated costs, procurement, management, implementation and support.

Creation and inclusion of any off-field activations including immediate venue precinct and points

of entry.

VIII. General Management

Provide turnkey solution for sportainment management. Propose how the programme will be

managed in the lead up to the Event to ensure the programme is integrated into the CWC2015/ IDI

operating model.

Deliver the Services in accordance with the approval and directions on creative concepts as

amended from time to time.

Provide a Sportainment Manager and staff where required at each match who will manage:

- the implementation of the overall match day sportainment plan

- pyrotechnicians

- on site staffing, including but not limited to cameramen, runners

- management of the delivery of the fully integrated match day presentation run order

- communication between the announcers, IDI and the replay screen

- coordination with TV Broadcast Director

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Ensure sufficiently qualified and experienced staff to deliver across multiple venues accounting for

travel and necessary set up lead times and identifying appropriate contingency plans.

Arrange all necessary travel and accommodation requirements to deliver the Sportainment

programme.

Ensure requisite permissions and clearances required on Match day have been sourced and confirm

the extent of coverage.

Coordination with IDI and local bodies to ensure worldwide rights clearance for any music has been

obtained.

Be responsible for meeting all Occupational Health and Safety requirements required by any

relevant law or regulation in place at the relevant venue.

Comply with all requirements imposed by CWC 2015 and/ or the venue in relation to Health and

Safety including signing any relevant documentation prior to access to a venue, providing evidence

of insurance acceptable to CWC 2015 and/or the venue, and undertaking any induction required

prior to access to the venue.

Be responsible for any breach and any damage caused by the Successful Applicant in fulfilling the

Services including without limitation damage to any person or property.

Ensure compliance with all local laws, including obtaining any necessary permits required by laws

in relation to the delivery of the Services in any venue.

Ensure no additional costs other than set out in any Agreement are incurred without written

approval.

IX. Reporting

Detailed Activity report to be submitted to IDI within 15 days of the final Match.

Report to include operational learnings and suggestions for going forward.

Supporting documents for costs and expenses incurred during the Event to be submitted within 30

days of the final Match.

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APPENDIX D

TIMETABLE

The current timetable for the Selection Procedure is as follows:

Occasion Date

Deadline for receipt by IDI

of Proposals from Applicants

Monday 7 April 2014

Short-list of Applicants

Monday 14 April 2014

Selection and appointment by IDI of the

Successful Applicant

Monday 28 April 2014

* Applicants are reminded that these dates may be amended by IDI, in its absolute discretion, for

whatever reason and at any time.

Short-listed Applicants may be asked to make a formal presentation.

The budget allowance for Sportainment and Sponsor Activation Management Services for the Event is

expected to be in the region of US$3,000,000.

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APPENDIX E

EVALUATION CRITERIA

IDI will assess each Proposal in accordance with evaluation criteria which may include, without

limitation, and in no particular order or significance:

· Previous experience of successfully providing match day sportainment and sponsor activation

management services for a comparable event;

· Experience of working within a cricket environment;

· Ability to customise the match day sportainment and sponsor activation management to ensure it

meets the requirements of the Event;

· Capability to operate across Australia and New Zealand;

· Ability to attend face to face meetings at IDI’s offices in Dubai or CWC 2015’s offices in

Melbourne, Australia and Wellington, New Zealand;

· Experienced and suitably qualified staff to undertake operations;

· Demonstrable understanding of the requirements for delivering the Services at large scale stadia

and multi-city events;

· Demonstrable understanding and acceptance of IDI’s requirements generally and the Scope of

Services as provided in Appendix C within agreed project timelines;

· Innovative ideas to create maximum impact in a cost-effective manner;

· Ability to work in a positive way with other service providers to the Event;

· Pricing;

· Risk management capability;

· Company information (background and credentials), financial performance and structure including

financial security and stability;

· Compliance with the RFP conditions;

· Knowledge of, and adherence to, applicable legislative and regulatory obligations and standards;

· Comprehensiveness and quality of the Proposal in response to this RFP;

· Quality of the products or service being offered; and

· Demonstration of exceptional customer service.

IDI reserves the right to evaluate Proposals by reference to the above evaluation criteria and any other

criteria in its absolute discretion.

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APPENDIX F

PROPOSAL RESPONSE TEMPLATE

1. DETAILS OF APPLICANT

IDI shall treat the following information as confidential:

1. Full name of Applicant: __________________________________________

2. Type of business activity: __________________________________________

3. Address and headquarters: __________________________________________ __________________________________________ __________________________________________ __________________________________________

4. Phone number: __________________________________________

5. Fax number: __________________________________________

6. Internet address: __________________________________________

7. Contact person, position in

company and contact

details:

__________________________________________ __________________________________________ __________________________________________

8. Trade register entry and

legal status: __________________________________________ __________________________________________

9. Parent company and/or

holding structure: __________________________________________

10. Substantial shareholdings

in other companies (>

25%):

__________________________________________

11. References (previous

business involvement in

sport events and other

major events); please

indicate name,

title/function, phone, email:

__________________________________________ __________________________________________

12. Community of interests

(joint ventures, contracts of

cooperation and similar)

with sports organisations

and/or other organisers of

major events:

__________________________________________

__________________________________________

__________________________________________

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13. Years of experience in the

current business:

__________________________________________

By submitting a Proposal, I confirm for and on behalf of my organisation that I have read and understood

the terms and conditions of the RFP issued by IDI for the appointment of an organisation to provide the

Services in connection with the Event, and I agree for and on behalf of my organisation that the

organisation which I represent is and shall remain bound by such terms and conditions.

Signature: ____________________________________________________________________

Name: ____________________________________________________________________

Title: ____________________________________________________________________

Organisation: ____________________________________________________________________

Place: ____________________________________________________________________

Date: ____________________________________________________________________

2. RESPONDENT DETAILS

Date Business Commenced: Total Employees:

3. KEY PERSONNEL

Function Name Position Competency Estimated time

commitment*

Eg.

Executive

Partner

John Smith Managing

Director

(insert relevant skills) 10%

*Estimated time commitment to be contributed by the key personnel to this project of their total time.

Note - Additional personnel can be added on a separate sheet

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4. CRITERIA

Each Proposal must include information to allow IDI to evaluate the Relevant Experience,

Organisational Criteria, Operational Criteria and Financial Criteria about the Applicant (together the

"Criteria") set out below. Proposals may, where appropriate, include the provision of documentary

evidence in support of the relevant Criteria and Applicants are requested to address as fully as possible

the questions set out below in respect of each of the Criteria.

Relevant Experience

1. What relevant experience does the Applicant have in relation to the international cricket

market?

2. What relevant experience does the Applicant have within Australia and New Zealand?

3. How will your experience and expertise in providing services of a similar nature to the Services

in relation to previous global sporting events (or an equivalent) enable the Applicant to deliver

the scope of the Services required for the Event?

4. What innovations, concepts, products or processes has the Applicant previously introduced in

the delivery of a match day sportainment and sponsor activation management project? How

will the Applicant apply any of the foregoing to the Services?

5. What other events would your organisation be charged with delivering during the time of the

Event?

Organisational Criteria

6. Please include a detailed staffing plan of how the Applicant intends to operate before and during

the Event (including an organisation chart, the size and composition of the proposed team,

respective responsibilities and escalation paths) and how the Applicant believes each team

member’s experience makes them suitable for these roles.

Within the staffing plan indicate whom the Applicant proposes to act as its Account

Director/Manager and how the Applicant believes their experience makes them suitable for this

role. Please indicate staff that will be available in Melbourne and Wellington for face to face

meetings.

7. How will the structure, composition and experience of the Applicant’s project team ensure

consistent service levels across Australia and New Zealand?

8. Will the Applicant have the capability to change staffing rapidly during the Event as required?

Does the Applicant propose to sub-contract any aspect of the Services? If so, please provide

full details about proposed sub-contractors and any other material information.

Operational Criteria

9. Please provide an in depth “reverse brief” in which the Applicant details its understanding of

the Services delivery requirements and strategies, highlighting cost effective solutions.

10. How will the Applicant manage its resources to meet the Services requirements? Provide an

overall project summary which sets out a proposed detailed project timeline, highlighting the

key dates and milestones in the planning and implementation process.

11. Provide suggestions on other in-stadia activations (on and off field) with a focus on spectator

interaction.

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12. What are the Applicant’s processes for concluding and managing contracts as well as

maintaining relationships with clients?

13. Is the Applicant able to demonstrate any established connections within the sports events

industry across Australia and/or New Zealand?

14. Advise if the Applicant has access to a celebrity database.

15. How will the Applicant report progress, both formally and informally, during each phase of

Event planning (details should include formats, frequency and project team members

involved)?

16. What are the Applicant’s plans for the implementation and use of information technology to

streamline the Services?

17. Please provide the following information:

a. a concept of the proposed presentation of Match day activations;

b. the software and hardware requirements for the operational delivery (that will be

provided by the Applicant);

c. a full list of all exclusions or dependencies expected to be provided by or on behalf of

IDI for the delivery of the Activity;

18. Please identify any material risks in the provision of the Services and how the Applicant will

manage any risks associated with the delivery of the Services.

19. Identify how match day safety, risk and disaster management are planned within your delivery

model.

20. What are the Applicant’s current levels of insurance in relation to Professional Indemnity,

Public Liability and Directors’ and Officers’ E&O insurance? Would the Applicant propose to

make any changes in relation to the Event?

21. How does the Applicant manage compliance with particular laws and regulations?

Financial Criteria

22. Please detail the total cost of the Proposal in US Dollars (exclusive of GST), clearly identifying

inclusions and exclusions and pricing separately each part of the scope of Services set out in

Appendix C. The Applicant’s detailed budget should include a line-by-line breakdown of

expenses. Full assumptions and specific costs should be provided to support how the pricing

has been structured.

23. Please specify details of any other commercial terms the Applicant would expect.

24. Please provide supporting details on all categories of labour costs, all additional allowances,

payments, and on costs used in the pricing of the labour component of the Best Cost Price.